Part X, Section II: Schedule for Personnel Actions
Updated: September 30, 2024CONTENTS
- Annual Workplan and Annual Evaluation Timeline
- Subsequent Appointment and Advancement in Title of Fixed-Term Faculty Members Timelines
- Progress Toward Tenure Letters, Reappointment, Tenure, and Promotion Timelines
- Post-Tenure Review Timeline
1. Annual Workplan and Annual Evaluation Timeline
The timelines designated in these schedules are the normal review cycles for the stated personnel actions. The Provost (or designee) may approve an adjustment to these timelines when compelling circumstances, as determined by the Provost (or designee), justify a temporary revision.
The Provost Office will conduct review of workplans and annual evaluations during the summer. If edits are suggested by the Provost Office, they will be discussed with appropriate parties at the beginning of the next academic year.
Although not required, it is recommended that the faculty member and the unit administrator check with each other for progress of workplan throughout the academic year.
Units may set internal deadlines, no later than the deadlines specified here.
In the event that a deadline falls on a weekend or university holiday, items shall be due on the next business day.
Workplan and Annual Evaluation Timeline
| Action | 9 Month Faculty Deadline | 12 Month Faculty Deadline | Time Allotted for Decision |
|---|---|---|---|
| Unit Administrator informs faculty of workplan and annual evaluation deadlines | January 10 | May 14 | |
| Faculty submit drafts of workplan and annual report to unit administrator | April 1 | May 28 | |
| Faculty and unit administrator meet to discuss workplan and annual evaluation in draft form. | April 20 | June 13 | At least 2 weeks |
| Unit administrator submits final workplan and annual evaluation to faculty | April 26 | June 15 | At least 2 days |
| Workplan and annual evaluation to Dean | May 8 | June 30 | At least 1 week |
| Workplan and annual evaluation to Provost | May 30 | July 15 | At least 2 weeks |
2. Subsequent Appointment and Advancement in Title of Fixed-Term Faculty Members Timelines
The timelines designated in these schedules are the normal review cycles for the stated personnel actions. The Chancellor (or designee) may approve an adjustment to these timelines when compelling circumstances, as determined by the Chancellor (or designee), justify a temporary revision.
Subsequent Appointment Timeline – Spring of Decision Year
| Action | 9 and 12 Month Faculty Deadline | Time Allotted for Decision |
|---|---|---|
| Fixed-term faculty members request consideration of a subsequent appointment and submit portfolio required by unit code | No later than 75 calendar days before term expires | |
| Committee and unit administrator notify fixed-term faculty member in writing of subsequent appointment recommendation | No later than 45 days before term expires | 30 days |
Advancement in Title Timeline – Fall and Spring of Decision Year
The faculty candidate will be notified of the recommendation or decision, as appropriate, in writing within one week at each decision point.
| Action | 9 and 12 Month Faculty Deadline | Time Allotted for Decision |
|---|---|---|
| Faculty member makes a request to the unit administrator to begin the process of consideration for advancement in title | 1st Tuesday in December | |
| Unit administrator informs committee of upcoming need for a meeting | 2nd Tuesday in January | |
| Faculty member meets with unit administrator to verify that all required documents are in Portfolio (optional but recommended) | 2nd Tuesday in January | |
| Faculty member turns in Portfolio to unit administrator | 3rd Tuesday in January | |
| Unit administrators make the Portfolio available to committee | 3rd Tuesday in January | |
| Committee recommendation/Portfolio to unit administrator | 1st Tuesday in February | At least 2 weeks |
| Unit administrator recommendation/Portfolio to Dean. (For Brody School of Medicine, decision of Dean is final) | 3rd Tuesday in February | 1 week |
| Dean recommendation to Provost | 1st Tuesday in March | 2 weeks |
| Provost decision | 3rd Tuesday in March | 2 weeks |
3. Progress Toward Tenure, Reappointment, Tenure and Promotion Timelines
The Timelines designated in these schedules are the normal review cycles for the stated personnel actions. The Chancellor (or designee) may approve an adjustment to these timelines when compelling circumstances, as determined by the Chancellor (or designee), justify a temporary revision.
For Promotion and Tenure consideration, the Chancellor (or designee) will adjust the schedule for notifications to faculty candidates when required by unforeseen circumstances, such as a change in the Board of Trustees meeting date normally held in the spring of the academic year.
Progress Towards Tenure (PTT) Letters – Required all years except the year prior to the year in which a faculty member’s mandatory tenure decision is considered
The Provost Office will conduct review of Progress Toward Tenure Letters during the summer. If edits are suggested by Provost Office, they will be discussed with appropriate parties at the beginning of the next academic year.
In the event that a deadline falls on a weekend or university holiday, items shall be due on the next business day.
| Action | 9 Month Faculty Deadline | 12 Month Faculty Deadline | Time allotted for Decision |
|---|---|---|---|
| Unit administrator provides the Tenure Committee with the candidate’s current annual report, copies of the candidate’s previous and current workplans and annual evaluations, success plans if any, and previous progress toward tenure letters, and a draft of the new Progress Toward Tenure letter written by the unit administrator | 3rd Friday in April | 1st Tuesday in June | |
| Tenure Committee meets with the unit administrator to review the cumulative record of a candidate’s progress and finalize the Progress Toward Tenure letter | 4th Friday in April | 2nd Tuesday in June | 1 week |
| Delivery of PTT letter and meeting that includes the faculty member, representative of the Tenure Committee and unit administrator to discuss the letter, with subsequent delivery of PTT letter to Dean | May 7th | June 23rd | |
| Letter sent to higher administration | May 15th | June 30th |
Reappointment of Probationary-Term Faculty Members Timeline
The faculty candidate will be notified of the recommendation or decision, as appropriate, in writing within one week at each decision point.
| Action | 9 Month Faculty Deadline | 12 Month Faculty Deadline | Time Allotted for Decision |
|---|---|---|---|
| Unit administrator informs committee of upcoming need for meeting | 2nd Tuesday in January | 3rd Tuesday in February | |
| Faculty member meets with unit administrator to verify that all required documents are in PAD (optional but recommended) | 2nd Tuesday in January | 3rd Tuesday in February | 3 weeks |
| PAD due to Tenure Committee for reappointment decision | 3rd Tuesday in January | 4th Tuesday in February | 3 weeks |
| Committee recommendation to unit administrator | 2nd Tuesday in February | 3rd Tuesday in March | 3 weeks |
| Unit administrator recommendation to Dean (if applicable) | 1st Tuesday in March | 2nd Tuesday in April | 3 weeks |
| Dean recommendation to Provost | Last Tuesday in March | 1st Tuesday in May | 3 weeks |
| Provost decision | Last Tuesday in April | 1st Tuesday in June | 4 weeks |
Reappointment of Probationary-Term Faculty Members in 2nd Year of Employment With Credit for Prior Academic Service Timeline
The faculty candidate will be notified of the recommendation or decision, as appropriate, in writing within one week at each decision point.
| Action | 9 Month Faculty Deadline | 12 Month Faculty Deadline | Time Allotted for Decision |
|---|---|---|---|
| Faculty member meets with unit administrator to verify that all required documents are in PAD (optional but recommended) | 4th Tuesday in August | 4th Tuesday in March | |
| PAD due to unit administrator | 1st Tuesday in September | 1st Tuesday in April | |
| Unit administrator makes PAD available to Tenure Committee | 1st Friday in September | 1st Friday in April | |
| Committee recommendation/PAD to unit administrator | 1st Tuesday in October | 1st Tuesday in May | 4 weeks |
| Unit administrator recommendation/PAD to Dean (if applicable) | 3rd Tuesday in October | 3rd Tuesday in May | 2 weeks |
| Dean recommendation/PAD to Provost | 1st Tuesday in November | 2nd Tuesday in June | 2 weeks |
| Provost decision | 3rd Tuesday in November | 3rd Tuesday in June | 2 weeks |
Promotion and Tenure Timeline – Spring before Decision Year
For 12-month Assistant Professor with 1 year of prior academic credit, in the fourth year of appointment, external reviewer list is due to Tenure Committee on the 2nd Tuesday in April; Tenure Committee’s final list of external peer reviewers is due to unit administrator on 4th Tuesday in April; unit administrator will send letters and selected materials to reviewers by the 3rd Thursday in May.
| Action | 9 and 12 Month Faculty Deadline | Time Allotted for Decision |
|---|---|---|
| Faculty member makes a request to the unit administrator to begin the process of consideration for promotion or early conferral of permanent tenure | 1st Friday in February | |
| Faculty member submits a list of potential external reviewers to the tenure committee | 3rd Friday in February | |
| Tenure Committee submits of a list of external reviewers to the unit administrator and selects materials to be sent to reviewers | 4th Friday in March | |
| Unit administrator sends letter and materials to confirmed external reviewers | Last Friday in April | 4 weeks |
Promotion and Tenure Timeline – Fall and Spring of Decision Academic Year
The faculty candidate will be notified of the recommendation or decision, as appropriate, in writing within one week at each decision point.
| Action | 9 and 12 Month Faculty Deadline (AA and HS) | Time Allotted for Decision |
|---|---|---|
| Unit administrator informs committee of upcoming need for a meeting | 1st Tuesday in September | |
| External reviewers’ reports due | 1st Tuesday in September | |
| Faculty member meets with unit administrator to verify that all required documents are in PAD (optional but recommended) | 1st Tuesday in September | |
| Faculty member tuns in PAD to unit administrator | 2nd Tuesday in September | |
| Unit administrator makes the PAD available to Committee | 2nd Friday in September | |
| Committee recommendation/PAD to unit administrator | 4th Tuesday in October | 6 weeks |
| Unit administrator recommendation and PAD to Dean (note: Brody School of Medicine P&T Committee reviews & makes recommendation to BSOM Dean) | 1st Tuesday in December | 5 weeks |
| Dean recommendation/PAD to VCAA or VCHS | 1st Tuesday in February | 6 weeks |
| Provost decision/PAD to Chancellor | 1st Tuesday in March | 4 weeks |
| Chancellor decision | 3rd Tuesday in March | 2 weeks |
| BOT decision (Tenure Only) | Spring BOT meeting | Date varies each year |
4. Post-Tenure Review Timeline
The timelines designated in these schedules are the normal review cycles for the stated personnel actions. The Chancellor (or designee) may approve an adjustment to these timelines when compelling circumstances, as determined by the Chancellor (or designee) justify a temporary revision.
| Action | 9 and 12 Month Faculty Deadline | Time Allotted for Decision |
|---|---|---|
| Unit Administrator informs faculty of post-tenure review deadline and Tenure Committee of need to form Peer Review Committee | 3rd Monday in August | |
| Faculty submit drafts of post tenure review documentation to unit administrator | 2nd Monday in September | 3 weeks |
| Faculty and unit administrator discuss post-tenure review documentation | 1st Monday in October | 3 weeks |
| Faculty member submits post-tenure review documentation to Peer Review Committee | 3rd Monday in October | 2 weeks |
| Committee review to unit administrator | 3rd Monday in November | 4 weeks |
| Unit Administrator review to Dean | 2nd Monday in December | 3 weeks |
| Dean review to Provost | February 1st | 6 weeks |
Faculty Senate Resolution #12-68, April 2012
Faculty Senate Resolution #18-23, April 2018
Faculty Senate Resolution #19-57, May 2019
Faculty Senate Resolution #21-25, April 2021
Faculty Senate Resolution #23-63, January 2024
Faculty Senate Resolution #24-55, September 2024